Associate an Employee with Additional Companies

If you have multiple companies in DPS, you can associate an employee with more than one company.

This is useful when an employee has a temporary work assignment with another company or an employment change within your enterprise. When you associate an employee with an additional company, you create a separate employee record in the Employees hub for each company that the employee is associated with.

To associate an employee with another company:

1. In the Navigation menu, go to the Hubs section and select Employees.
2. On the Employees form, select the employee to associate with another company. Make sure that the Firm check box on the Overview tab is not selected because a firm (vendor or client type firm) cannot be associated with more than one company.
3. Click Other Actions and select Associate with New Company.
4. On the Associate Employee with New Company dialog box, select the company to associate the employee with and click Select. The Employees form opens in edit mode.
5. On the tabs on the Employees form, enter information for the employee record for the newly associated company.
   • You are creating a separate employee record for the employee for this company.
   • Fields that contain information that is not company specific prefill on the form from the employee's other employee record. This includes the employee' s name, credentials, and other personal information. If you change the entry in a field that is not company specific, the field is automatically updated in all the other employee records for the employee.
   • Enter information on the Employees form that applies specifically for the employee for this company (company-specific information). For example, information related to accounting, payroll, timesheets, and expense reports is company specific. For a list of all the company-specific fields in the Employees hub, see Employee Fields Impacted by the Multicompany Feature.
   • Associating the employee with an additional company does not change the designated home company, nor does it change any of the employee's personal information.
   • The status of the new employee record prefills with Active. An employee may be active in more than one company.
   • The tabs and fields that display are based on the company that the current record is associated with. For example, if the employee is associated with four different companies but only one company has access to Payroll, the Payroll tab of the Employees form displays only when you view the employee record for that company.
   • The values that are available in the individual fields and lookups are based on the company that the employee record is associated with. For example, the Organization lookup lists only those organizations that are associated with the current company.
6. Click Save.

Postrequisite: To make this company the employee's home company, open one of the employee's records, and in the Home Company field in the Summary pane, change the home company. You must save an employee record with a new company association before that company becomes available in the Home Company field drop-down list.

For employees who are associated with multiple companies:

• When you do a search in the Employees hub for the employee, a separate employee record displays in the search list for each company that the employee is associated with. Each of these multiple records in the list displays the company that is associated with the employee record below the employee's name.
• On the Employees form of the Employees hub, the name of an employee's associated company displays below the employee's name at the top of the form.

There may be occasions where you use options in Utilities > Key Conversions to combine employee records. If you select the Combine Records option and the new combined employee record is not associated with a company that the original employee record is associated with, a new company record is automatically added and associated with the employee.